Administrative Assistant IV.
About the role
To provide administrative support to Senior Leaders in Campus Services and to coordinate activities that will increase department efficiency, expedite/coordinate the work of others, and ensure the smooth operation of the department.
Responsibilities
Calendar Management: Manages, plans, and coordinates the details of complex daily appointment calendars to ensure the most efficient use of the supervisor’s time.
Committee/Meeting Participation: Coordinates, attends, and participates in various meetings as requested by the supervisor. Gathers information for the meetings, coordinates items for the agenda, and distributes material to participants prior to the meeting. Takes minutes of the meeting, prepares and distributes reports, and follows up on details to ensure timely and accurate dissemination of information.
Communication/Coordination: Interacts regularly with a wide range of internal and external constituents and staff members and conveys information on behalf of the supervisor. Handles a variety of people wishing to make appointments and effectively redirects caller/visitor to the appropriate individual/office. Regularly handles confidential or sensitive information, exercises discretion concerning its disposition. Anticipates scheduling needs and proactively reorganizes commitments as priorities shift across both portfolios. Interprets, applies and explains office, department, and College policies and procedures. Communicates respectfully with a diverse community.
Project Coordination: Plans, coordinates, and oversees projects and special events related to department programs. Develops and implements project activities based on defined project scope and objectives. Sets and maintains schedules and timelines. Evaluates project effectiveness and recommends changes to policies and procedures. Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) including attracting speakers, locating and reserving facility space, arranging necessary services, coordinating schedules and itineraries, and overseeing actual events.
General Office Support: Drafts and proofreads memos and correspondence for supervisor review and signature or personally responds to inquiries on procedural matters. Types and prepares a wide variety of materials such as correspondence, committee minutes and reports, handouts, etc., proofreading to ensure accuracy. Orients new staff and visitors to the office and the community. Supports the office’s mission to foster inclusiveness and diversity.
Culture and Employee Belonging: Demonstrates a commitment to inclusion, and cultural awareness through actions, interactions, and communications with others. Participates in division wide CEB initiatives and training, including promotion of the 7 Principles (Empathy, Fairness, Dependability, Inclusivity, Consideration, Vulnerability and Respect). Collaborates, when appropriate, on other CEB-related initiatives within the division and College.
Supplemental Questions: Performs other duties as assigned.
Qualifications
Required Qualifications - Education and Yrs Exp: Associates plus 3+ years' experience or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities: Associate’s degree or the equivalent education and experience Three plus years of office experience in a related field, with a high degree of autonomy In-depth knowledge of office procedures Strong organizational and planning skills and ability to set priorities Highly proficient with computer applications Excellent communication and interpersonal skills Initiative, sound judgment and ability to work independently
Benefits
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.